This Request for proposal is for a study of capital costs associated with new development in Castle Rock and the associated fees that will be charged to recover those costs. Specific requirements for this project are contained in Section I, Statement of Work.
This RFP will consist of three phases. The first phase requires all interested firms to submit proposals addressing those items cited in Section I Proposal Submittal Requirements. Proposals will be evaluated and ranked based on the evaluation criteria outlined in Section III, Proposal Evaluation, to select a short list of firms for further evaluation. Only those firms who are placed on the short list based on the evaluation criteria will be considered during the second phase.
During the second phase, interviews will be conducted with the short list of firms. Should your firm be chosen for an interview, please anticipate having the staff, which would be assigned to the project present in the interview.
During the third phase, the selection committee will make a recommendation of the firm to be selected for providing the listed services to the Town and the Town will enter into contract negotiations with the selected firm. The selected firm will be required to enter into a contract agreement with the Town subject to the proposed terms and conditions of this RFP, the proposal of the successful firm, and any other terms and as negotiated and mutually agreed to by the parties. The selected firm should anticipate a contract with the Town which will include performance measures or performance indicators.
If, when negotiating the contract agreement, the Town and selected firm cannot agree on the scope of service and cost, then the Town will terminate negotiations and proceed with the next most qualified firm. The initial contract agreement shall serve as the base agreement for further services, if needed. If additional services are needed, the firm and the Town will negotiate and approve an Amendment to the contract for the specific services to be provided.
CONDITIONS OF AWARD
An evaluation team will evaluate the submitted proposals. Opening of proposals will be done by employees of the Town and firms will not be invited to attend the proposal opening.
The Town reserves the right to: (a) reject any or all proposals, or to make no award; (b) require modifications to initial proposals; (c) negotiate or (d) make partial or multiple awards. The Town further reserves the right to excuse technical defects in a proposal when, in its sole discretion, such excuse is beneficial to the Town.
The Town may award based on initial proposals received, without discussion of such proposals. If requested by the Town, certain firms may be invited to make oral presentations to the evaluation team and/or other Town personnel as deemed appropriate.
If the Town chooses to interview firms, a list of topics requiring oral responses may be provided by the Town’s selection committee prior to any scheduled interview date. At the Town’s election and option, interviews may be limited and offered only to a single classification of firms, such as semi-finalists or finalists.
To the extent permitted by law and subject to the Colorado Open Records Act, C.R.S. § 24-72-201 et seq., all documents submitted as part of the firm’s proposal will be deemed by the Town as confidential during the evaluation process, and until selection of finalists. There shall be no disclosure of any firm’s information to a competing firm prior to award of the contract. The contract shall be considered awarded only upon the effectiveness of official action of the Town Council.
